Regulations on the Procedure for Ordering, Manufacturing, Issuing,
Accounting of Higher Education Documents
and Supplements to Higher Education Documents
at the National Aerospace University
"Kharkiv Aviation Institute"
Approved:
by the Academic Council
of the National Aerospace University
"Kharkiv Aviation Institute"
Minutes No. 1 dated August 27, 2025
Enacted by: Order No. 391 dated August 28, 2025
QMS KhAI-AA-R/004:2025
Date of Introduction: August 28, 2025
Revision No. 2
1. General Provisions
1.1. These Regulations establish the mechanism for ordering, manufacturing, issuing, and accounting of higher education documents under an accredited educational program or specialty, and supplements to higher education documents manufactured by printing method, the list and samples of which are approved by relevant regulatory documents and issued by the National Aerospace University "Kharkiv Aviation Institute" (hereinafter – the University).
1.2. The Regulations have been developed in accordance with the Law of Ukraine "On Higher Education" (as amended), Resolution of the Cabinet of Ministers of Ukraine dated 09.09.2020 No. 811 "On Higher Education Documents (Scientific Degrees)", Orders of the Ministry of Education and Science of Ukraine dated 25.01.2021 No. 102 "On Approval of the Forms of Higher Education Documents (Scientific Degrees) and the Supplement to Them, the Sample of Academic Transcript", dated 06.03.2015 No. 249 "On Approval of the Procedure for Granting Access to Physical and Legal Entities to the Register of Higher Education Documents and the Procedure for Ordering, Manufacturing, Issuing, Accounting of Higher Education Documents and Supplements to Diplomas of the European Model", dated 10.02.2021 No. 164 "On Approval of Methodological Recommendations regarding the Description of Higher Education Documents (Scientific Degrees) and the Supplement to Them, Academic Transcript and Methodological Recommendations regarding the Filling of the Supplement to the Diploma of the European Model", Instructions for working in the Unified State Electronic Database on Education (hereinafter – USEDE), posted on the website of the State Enterprise "Inforesurs".
1.3. In these Regulations, the terms are used in the following meanings:
- manufacturing of higher education documents – the process of reproducing on a physical medium by polygraphic method the information to be reproduced in the higher education document, obtained by the educational institution from the Unified State Electronic Database on Education (USEDE), and entering this information into the Register of Education Documents of USEDE (hereinafter - the Register) in accordance with these Regulations;
- responsible person – a person who is a full-time employee of the University, who, in accordance with the Regulations on Work with the USEDE Software Complex at the University, is assigned the duties of creating and processing orders in USEDE for the formation of information reproduced in the higher education document (duplicate of the higher education document), and entering information about the issuance of higher education documents into USEDE;
- higher education document – information (including personal data) created (entered) by the University and formed in USEDE only under an accredited educational program or specialty in accordance with the List of Compulsory Information that Must be Contained in Higher Education Documents (Scientific Degrees) (Resolution of the Cabinet of Ministers of Ukraine dated 09.09.2020 No. 811), reproduced on a physical medium by polygraphic method, indicating the name of the accreditation body (bodies), and entered into the Register regarding the higher education degree (educational-qualification level), specialty, specialization, and educational program (in certain cases – professional qualification) obtained by a person;
- supplement to a higher education document (hereinafter referred to as the Supplement) – an integral part of a higher education document, reproduced on a physical medium, containing information (including personal data) created (entered) by the University, formed in USEDE, and entered into the Register;
- duplicate of a higher education document – the second or subsequent copy of a higher education document, which reproduces the information from the original higher education document and has the same legal force as the original, manufactured repeatedly on the grounds determined by these Regulations;
- duplicate of a supplement to a higher education document – the second or subsequent copy of a supplement to a higher education document, ordered, manufactured, issued, and accounted for in accordance with these Regulations;
- order for the formation of information reproduced in higher education documents and supplements to them – an electronic document created and saved in USEDE by a responsible person of the University with the application of a qualified electronic signature (hereinafter – QES) of this person, the head of the University, and the seal of the University;
- ordering of higher education documents – the process of creating and processing an order in USEDE for the formation of information reproduced in the higher education document;
- accounting of higher education documents – the process of accumulating, organizing, summarizing, and storing information about higher education documents (duplicates of documents) taking place in the Register;
- registration number of a higher education document (supplement to a higher education document) – a unique (own) number of a higher education document (duplicate of a higher education document, supplement to a higher education document, duplicate of a supplement to a higher education document) formed in USEDE, which serves as its identifier in the Register, the format of which is determined by the technical administrator of USEDE;
- other terms used in these Regulations are used in the meanings given in the Laws of Ukraine "On Education", "On Higher Education", "On Electronic Trust Services", and the Regulations on the Unified State Electronic Database on Education, approved by Resolution of the Cabinet of Ministers dated 17.07.2025 No. 872.
1.4. The University creates orders in USEDE for the formation of:
- information reproduced in the higher education document, which contains, among other things, the registration number of the higher education document (hereinafter – information reproduced in the higher education document);
- information reproduced in the supplement to the higher education document, which contains, among other things, the registration number of the supplement to the higher education document (hereinafter – information reproduced in the supplement to the higher education document);
- information reproduced in the duplicate of the higher education document, and also carry out the cancellation of information reproduced in the document (duplicate document) of higher education;
- information reproduced in the duplicate of the supplement to the higher education document, and also carry out the cancellation of information reproduced in the supplement (duplicate supplement) to the higher education document;
- higher education documents and supplements to them are manufactured according to the forms approved by the Ministry of Education and Science, and are issued to the graduates of the University who have fully completed the curriculum and passed the attestation;
- the design of higher education document forms and supplements to them is approved by the Academic Council of the University;
- higher education documents issued by the University are manufactured in compliance with the requirements of the legislation, containing the original signature of the head of the University and the seal of the University, taking into account the maximum cost limit.
1.5. List of higher education documents issued by the University:
- Bachelor's degree;
- Master's degree;
- Doctor of Philosophy degree;
- supplements to diplomas.
2. Order for the Formation of Information Reproduced in a Higher Education Document
2.1. The order for the formation of information reproduced in a higher education document is created by an operator/administrator of the structural subdivision of the University and is verified and signed by the responsible person for graduates who have no more than 30 calendar days left until the completion of studies under the relevant educational program (specialty) and no later than the date of graduation from the University, within the licensed volume established by the University in accordance with the licenses for educational activities and available certificates of accreditation.
2.2. In case of creating an order for the formation of information reproduced in a higher education document in excess of the licensed volume and/or after the expiration of the accreditation certificates, or with a violation of the deadline for creating the order established in paragraph 2.1 of these Regulations by more than 30 calendar days, the responsible person additionally justifies the reasons for these violations by providing information and scanned copies of documents (if any) that certify this, and creates a request in USEDE addressed to the Ministry of Education and Science (the Administrator of USEDE) with the application of the QES of the head or an authorized person.
2.3. The basis for creating an order for the formation of information reproduced in a higher education document is the information contained in USEDE about the person (including the series (if any), number, by whom and when the document certifying the identity and confirming the citizenship of Ukraine was issued, and/or the document certifying the identity and confirming its special status; for persons who applied for recognition as a refugee or a person in need of additional protection and do not have identity documents, the information specified in the certificate of application for protection in Ukraine; the registration number of the taxpayer's registration card (if any), the unique record number in the Unified State Demographic Register (if any)) and their studies at the relevant level of higher education. The accuracy, relevance, and completeness of the information are verified by the operator/administrator of the structural subdivision immediately before creating the order for the formation of information reproduced in the higher education document.
2.4. Responsibility for the completeness, accuracy, and relevance of the information and data entered into USEDE, on the basis of which the information reproduced in higher education documents and supplements to them is created, for the timely provision of information about applicants for forming orders in USEDE, for issuance and registration in the registration logs of issued diplomas, and for entering the numbers of issued diplomas into the Register, is borne by the heads of structural subdivisions.
2.5. The operator/administrator of the structural subdivision, no later than two months before the completion of studies, checks the availability and correctness of information in the student cards in USEDE:
- surname, first name, and patronymic in Ukrainian;
- surname and first name in English;
- series (if any) and passport number (passport validity period);
- unique record number in the register (UNZR) for owners of a passport of a citizen of Ukraine with a contactless electronic carrier or a passport of a citizen of Ukraine for traveling abroad;
- registration number of the taxpayer's registration card;
- citizenship;
- gender;
- date of completion of studies;
- specialty code and year of study;
- name of the educational-professional (educational-scientific) program under which the applicant is studying;
- information about special achievements and honors;
- information about the recognition of a foreign educational document in Ukraine (in case of admission on its basis).
The first name and surname of a citizen of Ukraine are written in the Ukrainian language in accordance with the document certifying the identity of the citizen of Ukraine. The spelling of the first name and surname of a citizen of Ukraine in the English language must correspond to its spelling in the passport of a citizen of Ukraine with a contactless electronic carrier or the passport of a citizen of Ukraine for traveling abroad, or correspond to the generally accepted transliteration in Ukraine and must be agreed upon with the graduate under signature. The first name and surname of a foreigner and a stateless person in the Ukrainian language are indicated according to USEDE data, but must be mandatorily agreed upon (under signature) with him/her before ordering the creation of information reproduced in diplomas. The surname and first name of a foreigner in English are written according to the sample record in Latin characters in the document certifying their identity; these records must match the USEDE data.
2.6. If the created order for the formation of information reproduced in the higher education document meets the requirements, the result of its processing is that the University is granted the opportunity to download the information reproduced in the higher education document in electronic form from USEDE.
2.7. The order for obtaining registration numbers of higher education documents in USEDE is created by the operator/administrator of the structural subdivision and checked by the responsible person of the University in electronic form with the application of QES, no earlier than 30 calendar days before the graduation date of the applicants.
3. Procedure for Manufacturing and Issuing Higher Education Documents and Supplements to Higher Education Documents
3.1. Higher education documents are ordered in USEDE and manufactured in accordance with the description approved by the Academic Council of the University. Responsibility for the development of the sample and the content of the general information of the supplement to the higher education document according to the regulatory documents specified in paragraph 1.2 of these Regulations is borne by the educational department and the responsible person of the University. Responsibility for the completeness, accuracy, and relevance of information and data entered into the supplements to higher education documents is borne by the deans of faculties/heads of structural subdivisions (regarding learning outcomes for each educational program/specialty) and heads of departments (regarding information displayed in the qualification form).
3.2. Responsible persons of the dean's offices issue higher education documents and supplements to them to graduates or persons authorized by them according to the Log of Registration of Issued Higher Education Documents. The registration logs of issued higher education documents are printed in A4 landscape format, their pages are numbered, bound, and fastened with the signature of the head of the University. Responsibility for compliance with the procedure for receiving, accounting, issuing, storing, and writing off higher education documents and supplements to them (including duplicates) is borne by the dean's offices of the faculties.
3.3. Photocopies (copies) of higher education documents and supplements to them are placed in the respective personal files of graduates.
4. Procedure for Manufacturing Duplicates of Higher Education Documents
4.1. A duplicate of a higher education document is manufactured by the University in case of:
- loss, theft, destruction, etc. of the document;
- damage to the document, which led to a violation of information integrity;
- non-compliance of the document with the sample established on the date of its issuance;
- presence of errors in the higher education document;
- change (correction) of the gender identity of the person in whose name the document was issued;
- inability to establish additional information about the primary higher education document required for its preparation for international circulation, apostille, and/or legalization due to the loss, destruction, or unavailability of archives;
- non-receipt of the document by the person within one year from the date of issue specified in the document.
4.2. The duplicate of the higher education document reproduces all the information contained in the primary document, formed in USEDE in accordance with regulatory documents on the basis of the University's order.
4.3. Duplicates of higher education documents issued according to forms (samples) that have become invalid are manufactured according to the forms valid on the date of issuance of the duplicate.
4.4. Duplicates of higher education documents issued according to established samples prior to the date of entry into force of the Law of Ukraine dated 17.01.2002 No. 2984-III "On Higher Education" are manufactured according to the forms of documents of the corresponding degree valid on the date of issuance of the duplicate.
4.5. The applicant bears the costs of manufacturing duplicates of higher education documents.
4.6. A duplicate of a higher education document is manufactured and issued upon a written application of the person in whose name the higher education document was issued, submitted by them personally or through an authorized representative to the dean's offices of the University's faculties.
4.7. In case of ordering a duplicate in accordance with subparagraphs 2-4 of paragraph 4.1 of these Regulations, the original document whose duplicate needs to be manufactured is attached to the application; in case of ordering a duplicate in accordance with subparagraph 5 of paragraph 4.1 of these Regulations – additionally a medical certificate on change (correction) of gender identity and a copy of the document of the civil registration body on change of surname, first name, and patronymic (if any).
4.8. Manufacturing and issuance of duplicates of higher education documents are carried out by the University within twenty calendar days from the date of receipt of the application from the person in whose name the document was issued. A duplicate of a diploma can be obtained within a year from the date of issue, personally by the applicant upon presentation of a passport, or personally by their authorized person by a notarized power of attorney.
4.9. Procedure for ordering a duplicate of a higher education document:
4.9.1. A dean's office employee, within two working days from the date of receipt of the written application from the document owner requesting the manufacturing of a duplicate of the higher education document and a complete set of documents, processes them and transfers the application to the University administration for a decision. In the case of a positive decision, the dean's office, if necessary, orders the archival file of the graduate, an archival certificate, an extract from the registration log of issued diplomas, and contacts the graduating department regarding the provision of a qualification form to generate an order for the duplicate(s) of higher education document(s). If necessary, the operator/administrator of USEDE creates a physical person card in USEDE, checks the information contained in the Register, prepares a request to the State Enterprise "Inforesurs" or to the Ministry of Education and Science of Ukraine, scans the necessary documents, enters updates, and corrects errors.
4.9.2. A scanned copy of the act on the destruction of the higher education document is uploaded to the order for the formation of information reproduced in the duplicate of the higher education document, which is created on the basis of subparagraphs 2-6 of paragraph 4.1 of this section.
4.9.3. The responsible person of the University creates an order in USEDE after receiving the signed qualification form.
4.9.4. The person responsible in the dean's office manufactures a duplicate of the higher education document and issues an order on the issuance of the duplicate of the higher education document, makes photocopies of the manufactured duplicates of higher education documents, and transfers them to the archive, where they are placed into the respective personal files of graduates.
4.9.5. The dean's office employee issues duplicates of higher education documents and maintains the Registration Log of Issued Duplicates.
4.9.6. The operator/administrator of the structural subdivision enters information into the Register in USEDE regarding the issuance of the duplicate of the higher education document within five working days from the date of its issuance, which is specified in the higher education document. The information reproduced in the duplicate of the higher education document contains a new registration number of the higher education document. Information about the higher education document whose duplicate is being ordered is automatically cancelled in USEDE, including in the Register, simultaneously with the inclusion of the duplicate of the higher education document into the Register. The primary higher education document loses its validity and is not used in the future.
4.9.7. Persons obtain the opportunity to check the authenticity of duplicates of higher education documents in the Register from the day following the day the operator/administrator of the structural subdivision enters information into USEDE regarding the issuance of the duplicate of the higher education document.
4.9.8. A duplicate of the supplement to a higher education document is manufactured in case of:
- manufacturing of a duplicate of a higher education document;
- loss, theft of the supplement to a higher education document;
- damage to the supplement to a higher education document, which led to a violation of information integrity;
- if errors are detected in the information reproduced in the supplement to a higher education document after entering information into USEDE about the issuance of the supplement to the higher education document;
- non-compliance of the supplement to a higher education document with the form (sample) established on the date of its issuance.
4.9.9. A duplicate of a supplement to a higher education document is manufactured and issued upon a written application of the person in whose name the higher education document was issued, submitted personally by them or through an authorized representative to the dean's offices of the University's faculties. The duplicate of the supplement to a higher education document can be obtained personally by the applicant upon presentation of a passport or personally by their authorized person by a notarized power of attorney.
4.9.10. The duplicate of the supplement reproduces information obtained from one or more of the following sources:
- archive of the educational institution;
- USEDE;
- a record book containing information on the person's performance of the educational program of the educational institution and passing the attestation; student's academic card;
- a copy certified in accordance with the established procedure of the primary supplement to the higher education document whose duplicate is being ordered;
- an official letter from the relevant competent authority confirming the fact of affixing the "Apostille" stamp or performing consular legalization, and if available – copies of the primary supplement to the higher education document whose duplicate is being ordered;
- in case of impossibility to obtain information, a note "Information not specified in the primary document" is placed in the supplement to the education document.
4.9.11. Duplicates of supplements, regardless of the date of issue of the primary document, are issued by the University on a form whose sample is valid on the date of issue of the duplicate. Making changes to the form is not allowed.
4.9.12. Each item of the form (sample) of the duplicate supplement must be filled out. The University reproduces all information contained in the primary document in the duplicate supplement.
4.9.13. In the fields of the duplicate supplement that cannot be filled out due to the lack of information in the primary document, a corresponding mark is placed: "XXXXX", or a record is made: "Information not specified in the primary document".
5. Procedure for the Cancellation of Information Reproduced in a Higher Education Document (Duplicate Document)
5.1. The responsible person of the University performs the cancellation in USEDE, including in the Register, of information reproduced in a higher education document (duplicate document), provided that information about the respective study of the person is available in USEDE, if:
- the person has not passed the attestation of applicants;
- the person has not received the higher education document within one year from the date of issue specified in the document;
- the person has not received the higher education document in an educational institution that ceased to exist as a result of reorganization (merger, accession, division, transformation) or liquidation;
- a court decision on the cancellation of the higher education document has entered into legal force;
- an error was detected in the information reproduced in the higher education document prior to entering information into USEDE about the issuance of the higher education document;
- information about the issuance of the higher education document was mistakenly entered into USEDE.
5.2. Information reproduced in the higher education document is subject to cancellation in USEDE on the basis of:
- subparagraph 4 of paragraph 5.1 – during cancellation, the responsible person of the University enters the court case number, the form, and the date of the court decision that has entered into legal force regarding the cancellation of the higher education document into USEDE;
- subparagraph 6 of paragraph 5.1 – during cancellation, the responsible person of the University enters information into USEDE about the error committed (reasons for its commission, measures taken to prevent such errors, etc.).
5.3. Information reproduced in the higher education document (duplicate document) is cancelled automatically, including in the Register, from the moment of confirmation of its cancellation by applying the QES of the responsible person of the University in USEDE. In the future, the information is not used.
5.4. In case it is established that the cancellation was carried out mistakenly, the information reproduced in the higher education document (duplicate document) is reverted by the University from the cancelled state to the previous state, indicating information about the error committed (reasons for its commission, measures taken to prevent such errors, etc.), which is confirmed by applying the QES of the responsible person of the University and the head of the University (or a person authorized by them).
5.5. The USEDE administrator of the structural subdivision uploads the certificate of destruction of higher education documents approved by the head, an archival transcript (if necessary), and an extract from the registration log of issued higher education documents (if necessary) into USEDE.
5.5. The USEDE administrator of the structural subdivision uploads scanned copies of documents into the order in USEDE in accordance with the "Table of Correspondence of Reasons for Ordering Duplicates and Scanned Copies of Documents Uploaded into the Order" https://www.inforesurs.gov.ua/wp-content/uploads/2025/10/kerkor-r.5-zamovlennia-dokumentiv-10.04.2025.pdf (the certificate of destruction of higher education documents approved by the head, an archival transcript (if necessary), and an extract from the registration log of issued higher education documents (if necessary)).
Information regarding the change in the state of information, as well as information about the committed errors, is stored in USEDE.
6. Procedure for Issuing and Writing Off Diplomas from Accounting
6.1. The fact of issuing a diploma is certified in the Log of Registration of Issued Diplomas by the signatures of the person who issued the diploma and the person who received it.
6.2. Persons obtain the opportunity to check the authenticity of higher education documents in the Register from the day following the day the operator/administrator of the structural subdivision enters information into USEDE regarding the issuance of the higher education document.
6.3. The responsible person of the dean's office, after entering all persons into the Register, transfers the properly formatted Log of Registration of Issued Diplomas to the archive no later than a year from the date of issue specified in the document.
6.4. In the presence of unissued and non-written-off diplomas due to the following reasons: not issued to their owners or persons authorized by them within one year from the date of issue specified in the document, spoiled during processing, containing errors, damaged, or change of gender of the person in whose name such document was issued, the responsible person of the dean's office transfers their originals for consideration by a commission appointed annually by the order of the head of the University, consisting of at least three full-time employees of the University (hereinafter – the Commission), for writing off and destroying the higher education documents. The Commission, within a period not exceeding three working days from the date of receipt of the documents, makes a decision on their writing off and destruction.
6.5. Higher education documents that have received the status "Cancelled", except for those lost (misplaced, destroyed, etc.), information about which is contained in USEDE, including in the Register, are subject to destruction by the commission within three working days.
6.6. The responsible person of the dean's office, after cancelling diplomas not entered into the Register within one year from the date of issue specified in the document, as well as after their writing off and destruction, enters the record "Cancelled in USEDE and destroyed according to the certificate dated dd/mm/yyyy" in the right part of the line to which the information regarding the cancelled and destroyed document relates in the Log of Registration of Issued Diplomas.
6.7. The responsible person of the dean's office draws up a certificate of destruction of higher education documents, which is approved by the head of the University (authorized person) and uploaded by the responsible person into USEDE.
7. Final Provisions
7.1. The Regulations are approved by the Academic Council of the University and are enacted by an order of the Rector of the University.
7.2. Control over the implementation of the Regulations is exercised by University officials within their powers established in job descriptions.
7.3. Changes and supplements to the Regulations are considered and approved by the Academic Council of the University and are enacted by an order of the Rector of the University.